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User Management

Understand Active and Inactive users

Your licence will allow a maximum number of Active users.

Users correspond to the resources you will be planning for in Retain.

Resources can be made Inactive if you no longer need to plan their time e.g. an employee retires or leaves.

When a resource is made inactive:

  • They cannot be searched, filtered on, or assigned to bookings
  • They cannot log into their accounts
  • Bookings they were assigned to in the past are preserved for reporting functionality
  • Current and future bookings become unassigned
  • Their diary is set to No Diary

If you require more Active users than your license allows, you can either:

  • Deactivate some existing users to make way for new ones or
  • Contact us about purchasing a license that allows additional active users

The current total and maximum total of used active users is displayed on the page.

Change the user status to Active/Inactive

  1. Click Settings on the left navigation bar
  2. Select User Management
  3. Select one or more users by clicking on the adjacent checkboxes. An Actions menu will be visible on the top next to Add a user
  4. Click the arrow to drop down the Actions menu
  5. Select Active user -> Set to Active or Active user -> Set to Inactive to change the status of the selected users

Note

If you select more users than your licence permits, the Set to Active option will be disabled.

User status can also be changed by editing users.

Add Users

  1. Click Settings → User Management on the left navigation menu bar
  2. Click Add a user. A section will be displayed where you can add the user details
  3. Add the user details (all required):
    • First name + Last name
    • Email Note: users that need to login must be invited after they have been added
    • Security profile: defines what functionality and data the user can access in their security profile
    • Active user: new users are Active by default
  4. Save changes

Edit Users

  1. Click Settings on the left navigation bar
  2. Select User Management
  3. Click on the row of the user that you wish to edit. The row expands to display further details
  4. Modify the user details
  5. Click Save changes

To modify further specific resource details, view their profile or see editing resources

Delete users

Note

You may delete resources and users by following the steps shown below.

  1. Click Settings on the left navigation bar
  2. Select User Management
  3. Click the Delete icon against the row of the user you wish to delete
  4. The user is marked for deletion
  5. Click Save Changes
  6. A warning message is displayed
  7. If you are happy to proceed, confirm the deletion

View the profile of a user

  1. Click Settings on the left navigation bar
  2. Select User Management
  3. Click the icon to view the profile of the selected user

Invite Users by Email

SSO users cannot be invited to create a password/login. This section is not applicable to SSO users.

Users must be invited in order to create a password and login themself.

Invited users they will receive a signup link via email that will expire after 30 days.

To invite a user:

  1. Click Settings on the left navigation bar
  2. Select User Management
  3. Locate the user you want to resend the email to, then click the icon to resend the email invite

Note

  • The icon to send an email is hidden for inactive users

Reset the password of a user

SSO users cannot reset passwords. This section is not applicable to SSO users.

Note

The icon to reset a password is hidden for inactive users.

  1. Click Settings on the left navigation bar
  2. Select User Management
  3. Click on the row of the relevant user
  4. Click the icon to reset the user's password